CITY OF BATON ROUGE
PARISH OF EAST BATON ROUGE
BE RECEIVED BY:
11:00 AM CST
TITLE: A19-0237 MECHANICAL SEALS
RETURN BID TO:
AD DATES: 11/06/19 & 11/13/19
FILE NO.: 19-00237
PO Box 1471
Baton Rouge, LA 70821
222 St. Louis Street
8th Floor Room 826
Baton Rouge, LA 70802
SHIP TO ADDRESS:
Contact Regarding Inquiries:
DPW PUMP MAINTENANCE
2443 RIVER ROAD
BATON ROUGE, LA 70802
Purchasing Analyst: DEXTER STEWART
Telephone Number: 225-389-3259 x 312
REMIT TO ADDRESS
CITY, STATE, ZIP
FEDERAL TAX ID OR SOCIAL SECURITY NUMBER TITLE
QUESTIONS TO BE COMPLETED BY VENDOR:
1. _________STATE DELIVERY DAYS MAXIMUM AFTER RECEIPT OF ORDER.
2. _________% discount for payment made within 30 days. Discount for payment made in less
than 30 days, or less than 1%, or applicable to an indefinite quantity contract
will be accepted but not an award consideration.
3 . _________ STATE ENUMERATED ADDENDA RECEIVED (IF ANY)
F.O.B.: DESTINATION - PAYMENT TERMS: NET 30
ALL BLANKS ON THIS PAGE SHOULD BE COMPLETED TO AVOID REJECTION OF BID
The signature on this document certifies that proposer has carefully examined the instructions to
bidders, terms and specifications applicable to, and made a part of this solicitation. By submission of
this document, proposer further certifies that the prices shown are in full compliance with the
conditions, terms and specifications of this solicitation.
No alterations, changes or additions are allowed on this solicitation, and no additional information,
clarifications or other documents are to be included unless specifically required by the specification.
Any errors in extensions of prices will be resolved in favor of unit prices submitted.
If services are to be performed in East Baton Rouge City-Parish, evidence of a current occupational
license and/or permit issued by the City-Parish shall be supplied by the successful vendor, if
INSTRUCTIONS TO BIDDERS/TERMS & CONDITIONS FOR ANNUAL CONTRACTS
Bidders are urged to promptly review the requirements of these specification, terms and conditions
and submit questions for resolution as early as possible during the bid period. Questions or concerns
must be submitted in writing to the purchasing division during the bid period. Otherwise, this will be
construed as acceptance by the bidders that the intent of the specifications, terms and conditions are
clear and that competitive bids may be obtained as specified herein. Protests with regard to the
specification, terms and conditions documents will not be considered after bids are opened.
1. Read the entire bid, including all terms and conditions and specifications.
2. This proposal is to establish firm prices for materials supplies and services for the contract period shown. Delivery
shall be made or services provided as needed throughout the contract period, or as required by the specification.
Quantities, if shown, are estimated only. Smaller or larger quantities may be purchased based upon the needs of
the City-Parish. There is no guaranteed minimum quantity.
3. The contract shall be firm through the period indicated on the cover sheet. Upon agreement of both the contractor
and the City - Parish, the contract may be extended a second or a third year or other shortened specified time
periods. Extension of the contract into the second or third time periods shall be made by letter on or before the
expiration of the contract. Extension is only possible if all prices and conditions remain the same.
4. Proposals are mailed only as a courtesy. The City - Parish does not assume responsibility for failure of bidders to
receive proposals. Bidders should rely only on advertisements in the local newspaper, and should personally pick up
proposals and specifications. Full information may be obtained, or any questions answered, by contacting the
Purchasing Division, 222 Saint Louis Street, 8th Floor, Room 826, Baton Rouge, LA 70802 or by calling (225) 389-
5. The contract title, bidder's name, address and bid opening date should be clearly printed or typed on the outside of
the bid envelope. Only one bid will be accepted from each bidder for the same job. Alternates will not be accepted
unless specifically requested in the proposal. Submission of more than one bid or alternates not requested may be
grounds for rejection of all bids by the bidder.
6. The method of delivery of bids is the responsibility of the bidder. All bids must be received by the Purchasing
Division, 222 Saint Louis Street, 8th Floor, Room 826, Baton Rouge, LA 70802 on or before the specified bid opening
date and time. Late bids will not be considered under any circumstances.
7. Failure to deliver within the time specified in the bid will constitute a default and may cause cancellation of the
contract. Where the city has determined the contractor to be in default, the city reserves right to purchase any or all
products or services covered by the contract on the open market and to charge the contractor with cost in excess of
the contract price. Until such assessed charges have been paid, no subsequent bid from the defaulting contractor
will be considered.
8. Except for bids submitted through the www.bidexpress.com on-line bidding site, bids shall be accepted only on
proposal forms furnished by the City of Baton Rouge and Parish of East Baton Rouge Purchasing Division. The City
- Parish will only accept bids from those bidders in whose names the proposal forms and/or specifications were
issued. Altered or incomplete proposals, or the use of substitute forms or documents, shall render the bid non-
responsive and subject to rejection. The entire proposal package, including the specifications and copies of any
addenda issued shall be submitted to the Purchasing Division as the bid.
9. All proposals must be typed or written in ink. Any erasures, strikeover and/or changes to prices should be initialed by
the bidder. Failure to initial may be cause for rejection of the bid as non-responsive.
10. All proposals must be manually signed by a properly authorized party. Failure to do so shall cause the bid to be
rejected as non-responsive.
11. Where one or more vendor's exact products or typical workmanship is designated as the level of quality desired or
equivalent, the Purchasing Division reserves the right to determine the acceptability of any equivalent offered.
12. If bidding other than specified, sufficient information should be enclosed with the bid in order to determine quality,
suitability, and compliance with the specifications. Failure to comply with this request may eliminate your bid from
consideration. If requested, literature and/or specifications must be submitted within seven (7) days.
13. Written addenda issued prior to bid opening which modifies the proposal shall become a part of the proposal for bid,
and shall be incorporated within the purchase order and/or contract. Only a written interpretation or correction by
Addendum shall be binding. Bidders shall not rely upon any interpretation or correction given by any other method.
14. For Printing solicitations, artwork, dies and/or molds shall become the property of the City - Parish Government and
must be returned to the Purchasing Division, 222 Saint Louis Street, 8th Floor, Room 826, Baton Rouge, LA 70802,
upon completion of the order.
15. All applicable chemicals, herbicides, pesticides and hazardous materials must be registered for sale in Louisiana by
the Department of Agriculture, State of Louisiana, registered with the EPA and must meet all requirements of
Louisiana State Laws. Bidders must submit product label, material safety data sheet and EPA registry number with
bid. This information will be required on any subsequent deliveries if there is a change in chemical content or a
different product is being supplied. Failure to submit this data may be cause for the bid to be rejected or the contract
16. Delivery of items must be made on time to City - Parish final destinations within East Baton Rouge Parish. All freight
charges shall be prepaid by vendor.
17. The City - Parish reserves the right to award items separately, grouped or on an all-or-none basis and to reject any or
all bids and waive any informalities.
18. The State of Louisiana Code of Governmental Ethics places restrictions on awarding contracts or purchase orders to
persons who are employed by any agency of the City - Parish Government, or any business of which he or his
spouse has more than a twenty-five percent (25%) interest. The Code also prescribes other restrictions against
conflict of interest and establishes guidelines to assure that appropriate ethical standards are followed. If any
question exists regarding potential violation of the Code of Ethics, bidders should contact the Purchasing Division
prior to submission of the bid. Any violation of the Code of Ethics shall be grounds for disqualification of bid or
cancellation of contract.
19. All Prices bid shall remain in effect for a period of at least sixty (60) days. City - Parish purchases are exempt from
state and local taxes.
20. The City - Parish reserves the right to terminate this contract prior to the end of the contract period on twenty-four
(24) hours written notice for unsatisfactory performance. Termination under this paragraph shall not relieve either
party of any obligation or liability that may have occurred prior to the effective date of termination.
21. In accordance with Louisiana Revised Statutes, a preference may be allowed for equivalent products produced,
manufactured or grown in Louisiana and/or firms doing business in the State of Louisiana. Do you claim this
preference if allowed?
YES NO . If this preference is claimed, attach substantiating information to the proposal to show the basis for
22. Right To Audit Clause: The Contractor shall permit the authorized representative of the City-Parish to periodically
inspect and audit all data and records of the Contractor relating to his performance under this contract.
23. In accordance with the provisions of LA. R.S. 38:2212.9, in awarding contracts after August 15, 2010, any public entity
is authorized to reject the lowest bid from, or not award the contract to, a business in which any individual with an
ownership interest of five percent or more has been convicted of, or has entered a plea of guilty or Nolo Contendere
to any state felony crime or equivalent federal felony crime committed in the solicitation or execution of a contract or
bid awarded under the laws governing public contracts under the provisions of Chapter 10 of this Title, professional,
personal, consulting, and social services procurement under the provisions of Chapter 16 of Title 39 of the Louisiana
Revised Statutes of 1950, or the Louisiana Procurement Code under the provisions of Chapter 17 of Title 39 of the
Louisiana Revised Statutes of 1950.
24. In accordance with Louisiana Law (R.S. 12:262.1 and 12:1308.2), all corporations and limited liability companies must
be in good standing with the Louisiana Secretary of State at the time of execution of the contract.
25. Terms and Conditions: This solicitation contains all terms and conditions with respect to the purchase of the goods
and/or services specified herein. Submittal of any contrary terms and conditions may cause your bid to be rejected.
By signing and submitting a bid, vendor agrees that contrary terms and conditions which may be included in their bid
are nullified; and agrees that this contract shall be construed in accordance with this solicitation and governed by the
laws of the State of Louisiana as required by Louisiana Law.
26. Certification of no suspension or debarment. By signing and submitting any bid for $25,000 or more, the bidder
certifies that their company, any subcontractors, or principals are not suspended or debarred by the general services
administration (GSA) in “Audit Requirements In subpart F of the Office of Management and Budget’s uniform
administrative requirements, cost principles, and audit requirements for federal awards” (Formerly OMB circular a-
A list of parties who have been suspended or debarred can be viewed via the internet at http://www.sam.gov.
27. Bid prices shall included delivery of all items F.O.B. destination or as otherwise provided. Bids containing “Payment in
Advance” or “C.O.D. requirements may be rejected. Payment is to be made within 30 days after receipt of properly
executed invoice or delivery, whichever is later.
28. Bidders may attend the bid opening, but no information or opinions concerning the ultimate contract award will be
given at the bid opening or during the evaluation process. Bids may be examined within 72 hours after bid opening.
Information pertaining to completed files may be secured by visiting the Purchasing Division during normal working
hours. Written bid tabulations may be accessed at: http://city.brla.gov/dept/purchase/bidresults.asp.
29. Contractor agrees, upon receipt of written notice of a claim of a claim or action, to defend the claim or action, or take
other appropriate measure, to indemnify, and hold harmless, the city, its agents and employees from and against all
claims and actions for bodily injury, death or property damages caused by fault of the contractor, its officers, its
agents, or its employees. Contractor is obligated to indemnify only to the extent of the fault of the contractor, its
officers, its agents, or its employees, however the contractor shall have no obligation as set forth with respect to any
claim or action from bodily injury, death or property damages arising out of the fault of the City, its officers, its agents,
or its employees.
30. Vendors submitting signed bids agree to EEOC compliance and certify that they agree to adhere to the mandates
dictated by Title VI and VII of the Civil Right Act of 1964, as amended by the Equal Opportunity Act of 1972, Federal
Executive Order 11246, the Federal Rehabilitation Act of 1973, as amended, the Vietnam Era Veteran’s
Readjustment Assistance Act of 1974, Title IX of the Education Amendments of 1972, the Age Act of 1975, and
agrees to abide by the requirements of the Americans with Disabilities Act of 1990.
Bidders must agree to keep informed of and comply with all federal, state and local laws, ordinances and regulations
which affect their employees or prospective employees.
31. The City of Baton Rouge, Parish of East Baton Rouge launched a new Enterprise Resource Planning (ERP) system,
Vendor Self Service (VSS) via Munis. VSS replaced the legacy vendor database and will be used by all departments
and agencies citywide.
Vendor Self-Service (VSS) enables vendors to register and maintain information about their organization for the
purpose of doing business with City-Parish and receive notifications of business opportunities. The City-Parish
procurement activities are subject to the State of Louisiana Public Bid Law, local city-parish ordinances as well as
applicable federal statutes as directed by grant providers. Vendors must be registered to receive bid notifications.
New vendors or existing vendors who need to create a VSS account can do so clicking the Registration link at
http://brla.gov/vss. Vendors are encouraged to review the step by step
https://www.brla.gov/DocumentCenter/View/4899/Vendor-Self-Service-Registration-Guide-PDF before beginning the
registration process which may be assessed at https://www.brla.gov/DocumentCenter/View/4899/Vendor-Self-
Additional information regarding how to do business with EBR City-Parish is available at:
We also post our scheduled bid openings, as well as unofficial bid tabulations after the bids have opened at
Note: Commodity codes are required for setting up your profile. These numbers tell us what commodities and
services that you can provide. When agencies request products or services, our buyers pull directly from these
numbers to send out solicitations, bids, and quotes. The first 3 numbers are the class numbers; the subclasses are
two digit numbers that better describe the commodity or service. For questions regarding commodity codes, please
contact purchasing at (225) 389-3259 Ext 0.
Important! - A W-9 Form is required in order to do business with City-Parish. Part of the online enrollment process
requires you to upload a completed W-9 form. Please have the completed form in an electronic format so that you can
submit it as part of the registration process. The W-9 form can be downloaded from the IRS website. We have created
step by step directions on how to properly complete the W-9 Form.
FEDERAL CLAUSES, IF APPLICABLE.
I. Remedies for Breach
Bidder acknowledges that contracts in excess of the simplified purchase threshold ($150,000.00) shall contain
provisions allowing for administrative, contractual, or legal remedies for contractor breaches of the contract terms, and
shall provide for such remedial actions as appropriate.
II. Termination and Settlement
Bidder acknowledges that contracts in excess of $10,000.00 shall contain termination provisions including the manner
in which termination shall be effected and the basis for settlement. In addition, such provisions shall describe
conditions for termination due to fault and for termination due to circumstances outside of the contractors' control.
III. Access to Records
Bidder acknowledges that all contracts (except those for less than the small purchase threshold) shall include
provisions authorizing the recipient, US Funding Agency, the Comptroller General, or any of their duly authorized
representatives access to all books, documents, papers, and records of the contractor which are directly pertinent to a
specific program for the purpose of making audits, examinations, excerpts, and transcriptions.
IV. Equal Employment Opportunity
Bidder acknowledges that all contracts shall contain provisions requiring compliance with
E.O. 11246, "Equal Employment Opportunity," as amended by E.O. 11375, "Amending Executive Order 11236
Relating to Equal Employment Opportunity," and as supplemented by regulations at 41 CFR part 60, "Office of
Federal Contract Compliance Programs, Equal Employment Opportunity, Dept. of Labor.
V. Copeland "Anti-Kickback" Act
Bidder acknowledges that all construction/repair contracts and sub-grants in excess of $2,000 shall include provisions
requiring compliance with the Copeland "Anti-kickback" Act (18 U.S.C. §3141-3148), which provides that each
contractor or sub-recipient shall be prohibited from inducing any person employed in the construction, completion,
or repair of public work, to give up any part of the entitled.